Do you already have the right AI tool? Start with your existing software.

Start with one task

Describe the work you want to improve before comparing subscriptions. What does a colleague receive, what output is needed and who uses it? A useful question is whether the team can prepare a first draft of a product answer more quickly while a person still checks the content. “We need to do something with AI” is too broad.

Also note when the task varies. A routine question about a public manual differs from a complaint involving commitments recorded only in a customer file. Task volume alone does not determine whether AI is useful. Variation, the consequences of mistakes and the work required to check an answer matter too.

Check what your organisation already uses

Ask the administrator of the relevant software which capabilities are available and permitted. Distinguish between a feature the supplier offers, a feature included in your subscription and one enabled for your account. Seeing a button does not establish that your organisation has approved its use with this information.

Consider options without AI as well. A text template, shared knowledge source, standard input fields or an existing import can already simplify recurring work. Investigate these options against one specific task. A complete inventory of every business system is not always necessary for this initial decision.

Six checks before buying

Answer the questions below with someone who knows the work and, where needed, the software administrator. An unknown answer is a question to investigate. Do not turn unknowns into a score that pretends to settle the decision.

Microsoft distinguishes chat based on internet information from capabilities that can use work information. Availability depends on the product, subscription and assigned licence [M1]. Check the specific task with your administrator; an available chat feature does not establish access to every business file. Data handling and additional services require a separate check [M2].

On a narrow screen, scroll the table sideways. With a keyboard, focus the table and use the arrow keys.

Fictional example: answering product questions

A small service team regularly answers questions about products. The relevant manuals are public. In this fictional situation, one colleague drafts an answer and another checks the product version and any commitments. The team mainly wants to reduce time spent searching and rewriting.

The first option is a controlled answer template linked to current manuals. The second is an AI capability in software the organisation already uses, helping a colleague prepare a draft. Both options have the same review requirement: does the correct manual support the answer, and does it avoid commitments the team is not authorised to make?

If a template is sufficient, there is no need for another tool. If substantial searching or writing remains, a limited trial may be useful. The example does not demonstrate savings. The team still needs to measure drafting, checking and reworking answers.

Compare the full effort involved

An included feature is not automatically free to use in practice. Setup, access permissions, staff instructions and checking results may take time. Equally, a separate tool is not automatically more expensive if it demonstrably fits better. Compare the same task against the same quality requirements.

Measure the complete task, including finding sources, correcting answers and handling exceptions. Separate recurring licence or usage charges from one-off implementation work. Time released represents capacity. Financial value depends on whether that capacity actually reduces costs or enables useful additional revenue.

When is another tool worth investigating?

A new tool may be a reasonable candidate when a necessary capability is missing, existing terms do not fit or checking remains impractical. First define the limitation you want to address. Then compare alternatives against that limitation, the total effort and what a future move to another supplier would involve.

Do not decide from a demonstration containing only an easy example. Include an incomplete question, conflicting information and a situation outside the agreed task. Define when a person takes over. The outcome can still be that current software or a better working agreement is sufficient.

Compare a standalone AI tool with an agreed working practice

Record the decision briefly

A short note can cover the task, existing capability, missing function, information used, required checks and next action. Separate what you know from what the administrator or supplier still needs to confirm. This makes it easier to discuss why an additional subscription is or is not worthwhile.

An initial conversation does not have to become a complete tool comparison. Bring a description of the work, not confidential files or passwords. Before further investigation, agree what will be examined, who needs to contribute and what it will cost.

On a narrow screen, scroll the table sideways. With a keyboard, focus the table and use the arrow keys.

Frequently asked questions

Do all employees need a new licence immediately?

Not automatically. First determine who performs the task, which capability is needed and its licensing and access requirements.

What if existing software only solves part of the task?

Measure the manual work and checking that remain. A demonstrated limitation provides a reason to compare an additional tool.

Do we need to inventory every system first?

The task and directly involved software may be sufficient for an initial question. Investigate more broadly when dependencies require it.

Sources and conditions

Official documentation checked on 12 October 2026. Capabilities and terms depend on the product, account, subscription and setup. No customer account or supplier agreement was tested.

• [M1] — Microsoft Copilot licensing
• [M2] — Microsoft Copilot — Data, Privacy, and Security